2013 OEFFA Organic System Plan for Handlers

Transcription

1 2013 OEFFA Organic System Plan for Handlers For Office Use Only Date Received Date Reviewed Reviewer Cert # Please complete this form if you are requesting organic handling/processing certification or re-certification. Attach Organic Product Profile sheets with labels for all products requested for certification and a current schematic product flow chart, facility map, pest management map, water test, and appropriate MSDS, as applicable. Use additional sheets if necessary. You must sign this form. SECTION 1: General Information NOP Applicant/Company Name (as you would like it to appear on your organic certificate) Date Owner Manager Primary contact person Address City State Postal code County Phone Fax Name(s) of others who can discuss this OSP I am requesting verification for export to: Please note: You may incur additional fees for these services Canada European Union (EU) Japan Type of handling/processing Primary Contract vendor Broker/Trader Year company began # of employees Name of person overseeing organic production Do you have an employee training program for organic product handling? yes no Check all that apply: New Applicant Currently certified by OEFFA (renewing certification) Currently certified by other certifier(s) Please list: Previously certified by other certifier(s) Please list: Have you ever been denied certification, or had your certification suspended or revoked? Yes No If yes, describe the circumstances: If you are a new applicant and have been certified by an agency other than OEFFA, or if certification has ever been denied, suspended, or revoked, please attach a copy of your last communication with that certifier and describe how you have resolved any outstanding issues, if applicable. If you are currently certified by another agency, we recommend you maintain certification until your OEFFA certificate is issued. Contact the OEFFA Certification office if you have questions. Do you have a current copy of the NOP standards? yes no Government permits/ inspections N/A Certified Since: OEFFA Certification Number: FOR RENEWING APPLICANTS: PLEASE REVIEW YOUR PREVIOUS YEAR S CERTIFICATION DECISION LETTER Did you have any noncompliances? Yes No Not applicable Have not yet received 2012 Certification Decision letter If yes, please list the noncompliances and describe how you have addressed each one (use additional sheets if needed): Page 1

2 What is the best way to contact you? Phone Mail When is the best time to contact you? Morning Afternoon Evening Please provide directions to your facility for the inspector: If you are the primary processor, list your contract vendors: CONTRACT VENDOR ADDRESS PHONE NO. CERTIFIED BY Estimated annual total production: % organic Estimated Gross Annual Income from Organic Products: % conventional List all products requested for organic certification. Attach an Organic Product Profile (last page of this OSP) and current or proposed label for each individual product. Note: These are the products you want to appear on your organic certificate. List or attach a list of all products produced by your company (including non-organic products): SECTION 2: Material Inputs NOP and Please review the definitions for product composition under to determine whether your product is 100% organic, organic, or made with organic ingredients. Salt and water are not considered ingredients. No genetically engineered ingredients or processing aids are allowed. Please have non-gmo statements available for applicable ingredients. A. INGREDIENTS: You must complete Organic Product Profiles for all organic products requested for certification. Are any non-organic ingredients restricted or prohibited materials? yes no Check if any non-organic ingredients have been processed with or exposed to the following: irradiation genetic engineering sewage sludge fumigation petroleum distillates synthetic solvents B. PROCESSING AIDS: (see for a definition) NONE USED List all processing aids used in the production of certified organic products (please attach labels): How/why are they used? Are any non-organic processing aids restricted or prohibited materials? yes no Check if any processing aids have been processed with or exposed to the following: irradiation genetic engineering sewage sludge fumigation petroleum distillates synthetic solvents Page 2

3 C. WATER: NONE USED How is water used in processing? (check all that apply): ingredient processing aid cooking cooling product transport cleaning organic products cleaning equipment other Source of water: municipal on-site well other Is the water potable? yes no Attach copy of water test, if applicable. List any known water contaminants: What on-site water treatment processes are used? None used Is culinary steam used in the processing of organic products? yes no If steam has direct contact with organic products, do you use: No direct contact steam filters condensate traps testing of condensate testing of finished products other List products used as boiler additives: Attach MSDS, label information. SECTION 3: Production System NOP Facility maps, schematic product flow charts, production logs, etc. may be used as documentation to show your production system is compliant with the NOP. A. PRODUCT FLOW: Attach a schematic product flow chart showing where and how the product is received, stored, processed, packaged, and warehoused. Identifying all pieces of equipment, storage areas and where ingredients are added or processing aids used. B. EQUIPMENT List all equipment used in processing: NAME CAPACITY CLEANED PRIOR TO ORGANIC PRODUCTION RUNS? YES (Y) OR NO (N) IS CLEANING DOCUMENTED YES (Y) OR NO (N) PURGED BEFORE ORGANIC PRODUCTION? YES (Y) OR NO (N) *If equipment is purged, list and describe purge procedures, quantities purged, disposition, and documentation: Page 3

4 SECTION 4: Assurance of Organic Integrity NOP and NOP Rule requires management practices to prevent contamination of organic products and co-mingling with non-organic products. Procedures used to maintain organic integrity must be documented. ORGANIC CONTROL POINTS: (OCPs), similar to Hazard Analysis Critical Control Points (HACCP), are points in the production system where the integrity of the organic product may be compromised. Examples are co-mingling with non-organic products, contamination by sanitizers or pesticides, and improper cleaning of equipment prior to running organic products. Do you have an Organic Control Point program in place to address areas of potential contamination? yes no not applicable organic only If yes, list Organic Control Points you have identified in your process or submit a copy of your Organic Control Program. If no, do you have plans to implement an Organic Control Point program? yes no SECTION 5: Audit Control System NOP and (a)(4) Audit control records should track finished organic products back to all ingredients and sources. Ingredients represented as certified organic must have verifying documentation. Number, in the order of use, the types of documents which you use to track organic products at this operation: Incoming: purchase orders contracts invoices receipts bills of lading customs forms scale tickets quality test results certificates of analysis transaction certificates copies of organic certificates receiving records receiving summary log other In process: ingredient inspection forms blending reports production reports equipment cleanout logs sanitation logs packaging reports QA reports production summary records other Storage: ingredient inventory reports finished product inventory reports other Outgoing: shipping log transport unit inspection forms bills of lading scale tickets purchase orders sales orders sales invoices other (list): export declaration forms transaction certificates organic certificates shipping summary log sales summary log audit control register Describe your lot numbering system (for retail and wholesale, as applicable): Can your record keeping system track the finished product back to all ingredients? yes no Can your record keeping system balance organic product in and organic product out? yes no Do you keep, or plan to keep, all records for at least 5 years? yes no Page 4

5 SECTION 6: Quality Assurance NOP (a)(5) Do you have a QA program in place? yes no If yes, what program do you use? HACCP TQM other Are any outside quality assessment services used (e.g., AIB)? yes no If yes, name of company: Product testing: (check all applicable categories) ingredients prior to purchase ingredients upon receipt during production finished product Are ingredient samples retained? yes no If yes, how long? Are finished product samples retained? yes no If yes, how long? Do you have a product recall system in place? yes no SECTION 7: Sanitation NOP and NOP Rule requires that residues from cleaning materials do not contaminate organic products. Check all cleaning methods used: sweeping scraping vacuuming compressed air manual washing clean in place (CIP) steam cleaning sanitizing other Provide information on your cleaning program and products used: AREA TYPE OF CLEANING EQUIPMENT USED PRODUCTS USED FREQ DOCUMENTATION Receiving area Ingredient storage Product transfer Production area Production equipment Packaging area Finished prod. storage Loading dock Building exterior Accidental spills Are all surfaces which contact organic products food grade? yes no Do you test food contact surfaces for cleaner/sanitizer residues? yes no Where are cleaning/sanitizing materials stored? Do you use chlorine materials as disinfectants/sanitizers? yes no If yes, does the cleaner directly contact organic products? yes no Do you use quaternary ammonium materials as disinfectants/sanitizers? yes no If yes, describe how you ensure no residues contact organic products: Attach MSDS and/or label information for all cleaners and sanitizers. Page 5

6 SECTION 8: Pest Management NOP A: GENERAL INFORMATION: What type of pest management system do you use? in-house: name of responsible person contract pest control service (name, address, phone no.) Check all pest problems you generally have: flying insects crawling insects spiders birds rats mice other B: CHECK ALL PEST MANAGEMENT PRACTICES YOU USE: 1) PEST PREVENTION: good sanitation removal of exterior habitat/food sources cleanup of spilled product mowing exclusion sealed doors and/or windows repair of holes, cracks, etc. screened windows, vents, etc. physical barriers sheet metal on sides of building exterior air curtains air showers positive air pressure in facility monitoring ingredient inspection for pests inspection zones around interior perimeter ultrasound/light devices release of beneficials other 2) PEST CONTROL (IF PREVENTION FAILS): sticky traps electrocutors mechanical traps scare eye balloons freezing treatments heat treatments vacuum treatments pheromone traps other 3) PEST ELIMINATION (IF PREVENTION & CONTROL FAIL): carbon dioxide vitamin baits pyrethrum rotenone boric acid diatomaceous earth other (must be approved by OEFFA before use): C. PESTICIDE USE INFORMATION FOR THE LAST 12 MONTHS & NEXT 12 MONTHS: N/A (No pesticides used or planned) PRODUCT TARGET PEST LOCATION WHERE USED METHOD OF APPLICATION DATE OF LAST APPLICATION Can any pest control products come into contact with any organic ingredients, finished organic products, or packaging materials? yes no If yes, describe your protocols to prevent contamination: If pesticides are used, where are they stored? Is your structural pest management system effective? yes no Attach facility map showing location of traps and monitors. Attach MSDS and/or label information, if applicable. Page 6

7 SECTION 9: Packaging and Labeling NOP (b) and through 309 NOP Rule requires packaging materials are free of prohibited substances and must not contaminate the organic product. Organic product labels must meet NOP and other applicable government labeling requirements. A. PACKAGING: Check types of packaging material used: bulk paper cardboard wood glass metal foil plastic waxed paper aseptic natural fiber synthetic fiber other Are all packaging materials food grade? yes no Are all packaging materials free of prohibited materials? yes no Are packaging materials recyclable? yes no Returnable? yes no B. LABELING: Have all labels been approved by the appropriate regulatory authorities? (e.g. State Dept of Agriculture, etc.) yes no RETAIL N/A Wholesale only In your ingredient statement, is each organic ingredient identified as organic? yes no Do your product label(s) contain the phrase Certified Organic by OEFFA or a similar phrase directly below your business contact information? yes no WHOLESALE N/A Retail only Do non-retail containers display a lot number? yes no INTERNATIONAL N/A Domestic only Do product labels on products to be marketed as organic in Canada or the EU meet the labeling requirements of the destination country? yes no Please attach samples of all current or proposed organic product labels and attach to your product profiles (see last page). The use of the OEFFA and/or USDA logo(s) is voluntary and both are available from the office in electronic & print form. D. OTHER MARKETING MATERIALS: List all other marketing materials and methods used (i.e. brochures, websites, signs, trade show or retail displays): Attach examples, as applicable. SECTION 10: Storage NOP (a)(5) and NOP Rule requires that no co-mingling or contamination of organic products occur during storage. Organic products should be clearly identified in storage. Off-site storage areas will need to be inspected. STORAGE INFORMATION: Ingredient storage USE LOCATION TYPE/ CAPACITY Packaging material storage In-process storage Finished product storage Off-site storage* DEDICATED ORGANIC? YES (Y) NO (N) N/A IDENTIFICATION * If there is off-site storage, give name, address, phone number and contact person: Page 7

8 SECTION 11: Transportation of Organic Products NOP (a)(5) and Integrity of organic products must be maintained during transport. A. INCOMING: N/A In what forms are incoming products received? dry bulk liquid bulk tote bags tote boxes metal drums cardboard drums paper bags foil bags other How are incoming products transported? Do you arrange incoming product transportation? yes no How do you ensure that inbound transport units are clean prior to loading organic products? Is this documented? yes no Are transport units used to carry any prohibited materials? yes no Have transport companies been notified of organic handling requirements? yes no Are organic products shipped at the same time as non-organic in the same transport units? yes no Check steps taken to segregate organic products: dedicated organic only use of pallets pallet tags organic product shrink-wrapped separate area in transport unit other Is a receiving log in place? yes no B. IN-PROCESS: N/A How are in-process products transported? How do you ensure that in-process transport units are clean prior to loading organic products? Is this documented? yes no Are production logs in place? yes no C. OUTGOING FINISHED PRODUCT: In what form are finished products shipped? dry bulk liquid bulk tote bags tote boxes paper bags foil bags metal drums mesh bags cardboard drums cardboard cases plastic crates other How are outgoing products transported? Do you arrange outgoing product transportation? yes no How do you ensure that outgoing transport units are clean prior to loading organic products? Is this documented? yes no Are transport units used to carry any prohibited materials? yes no Have transport companies been notified of organic handling requirements? yes no Are organic products shipped at the same time as non-organic in the same transport units? yes no Check steps taken to segregate organic products: dedicated organic only use of pallets pallet tags organic product shrink-wrapped separate area in transport unit other Are shipping logs in place? yes no Page 8

9 SECTION 12: Waste Management NOP Will any waste products from certified organic ingredients be sold as certified organic? yes no If yes, complete an Organic Product Profile for each waste product sold. Check all aspects of your waste management system that apply: on-site dumpster material recycling water recycling water filtering smokestack filters composting daily pickup of waste sediment ponds field application of waste other SECTION 13: Affirmation NOP ; (a)(1-2); 205(g)(1-2) I affirm that all statements made in this application are true and correct to the best of my knowledge. I agree to comply with the Act and applicable organic production and handling regulations of this part. I will submit my updated organic system plan (this application) annually with applicable fees and supply all additional information requested within the required timeframe. If any of the information pertaining to my organic operation changes, I will notify the certification office in writing of these changes. I understand that the operation may be subject to unannounced inspection and/or sampling for residues at any time, as deemed appropriate by OEFFA Certification, to determine continued compliance with the Act. I will maintain all records applicable to my organic operation for no less than 5 years beyond their creation and allow OEFFA Certification access to such records during normal business hours. I have reviewed the information pertaining to Violations of the Act at (g)(1)-(2). I understand that acceptance of this Organic System Plan for Producers in no way implies granting of certification by OEFFA. Signature of Operator Date I have attached the following required documents: product flow chart(s) facility map pest management map of traps and monitors (may be combined with facility map) organic product profiles for each product organic product labels for each product in full color I have attached the following documents, if applicable: water test appropriate MSDS and/or sanitation product labels appropriate MSDS and/or pest control product labels Submit completed form, fees, and supporting documents to: OEFFA Certification 41 Croswell Rd Columbus, OH Please Note: An incomplete application will significantly delay the certification process. Please double check that you have filled in all the information on this form. Please contact the OEFFA office if you have questions about completing any section of this form. Page 9

10 OHIO ECOLOGICAL FOOD AND FARM ASSOCIATION ORGANIC PRODUCT PROFILE SHEET (PPS) Applicant Year Please fill out the following information for each individual organic product requested for certification. Attach all full color labels used for this product. This product profile sheet must match the submitted corresponding label(s) exactly. Name of finished product: (as it appears on the product label) Projected total volume expected to produce this year ; beginning date and ending date. This product is sold (check all that apply): Wholesale Retail This finished organic product will be labeled as (check one): a. 100% certified organic (100% certified organic ingredients and processing aids) b. organic (at least 95% certified organic ingredients with remaining ingredients from ) c. made with organic [specific ingredients] (70-95% certified organic ingredients) d. ingredients listed as organic in ingredient panel only (less than 70% certified organic ingredients) Please see category descriptions in (a)-(e) for more information. List all processing aids used in production of this product. Is a lot number assigned to this product for traceability? yes no PRODUCT COMPOSITION: Complete the chart below for all ingredients contained in this product. The ingredients listed in this table and on the product label should match. This product contains: Water (% of total product) Salt (% of total product) INGREDIENT SUPPLIER CERTIFIED BY STATUS: APPROVED (A) RESTRICTED (R), OR PROHIBITED (P) % OF FINISHED PRODUCT (excluding water and salt; must add to 100%) Water None N/A N/A N/A Salt None N/A N/A N/A For more information on calculating the percentage of ingredients, including formulas, please see Page 10